Summary

The primary purpose of this position is to support the day-to-day functions and operations of the Maintenance Department for all HACA property and maintenance operations. The incumbent receives, processes, and coordinates work orders from residents and Authority staff; receives and makes business telephone calls; maintains files; and prepares reports. Enters, tracks and follow up on City of Annapolis inspections, respected work orders, violations, citations, HUD inspections, and follows up with Vendors as needed.

Essential Duties and Responsibilities

The position duties and responsibilities listed below describe the general nature and scope of work. Other responsibilities, duties, and skills may be required and assigned. Acts as the main point of contact for receiving and entering all maintenance requests.

• Receives and files written and electronic information regarding maintenance operations from a variety of sources, including: annual inspections, resident work order requests, and requests received by the answering service after HACA business hours.
• Analyzes work order requests and determines appropriate routing of requests. Completes quality calls to Residents for completed work orders and vendor repairs.
• Makes timely data entries into the computer. Monitors completion time of work orders; monitors and reports on unit turnaround time.
• Communicates on a daily and frequent basis with appropriate HACA personnel regarding work order requests and completion.
• Prepares daily reports of outstanding and competed work orders, materials used in correction, and employee hours spent in correcting deficiencies. Prepares weekly work order status report and other reports as required. Orders parts and materials as needed.
• Receives and directs all incoming telephone calls, places key outgoing calls; forwards detailed information to supervisor for an immediate response.
• Compiles and distributes pertinent information to Maintenance staff and assists supervisor as required. Correspond with vendors and respond to inquiries.
• Performs clerical duties such as filing, typing correspondence, preparing mailings, scheduling meetings, and maintaining office supplies.
• Completes preparatory work for scheduled meetings, including word processing and preparation of graphs, spreadsheets, and reports.
• Maintains departmental correspondence, files, and records. Composes correspondence, reports, and statistical records. Assists departmental staff in assembling and editing reports and informational materials.
• Tracks and manages all components of inventory to include but not limited to overseeing inventory control, managing deliveries, inspecting inventory, maintaining inventory records, and ordering products. Other duties include reporting inventory levels and issues to management, looking for any discrepancy with inventory, and creating reports that show available inventory or issues with inventory counts. Help with creating policies to ensure efficient inventory control, to aid with safety protocols in the workplace, and for other employees to accurately track inventory data.
• Integrity to protect our fiscal investment of all parts, supplies, tools, equipment, etc. Regularly consults with suppliers to determine estimated delivery dates and provide updates to staff. Responsible for performing cycle counts, recording, and maintaining perpetual inventory of quantity and type of materials and parts received, stocked, and distributed using various computer software. Responsible to examine material received, verifying part numbers, and checking discrepancies, such as damaged or unmarked parts. Administers and coordinates warehouse cycle count process daily. Perform inventory checks of the HACA vehicle fleet as it pertains to parts, supplies, tools, and materials stored in the vehicles by each maintenance team member.
• Covers front desk and other admin support functions as needed
• Performs other related duties as assigned.

Education and/or Experience

High school diploma, GED, or vocational school equivalent required and a minimum of three (3) year of providing clerical experience in a materials management or maintenance environment. An equivalent combination of education and experience may be considered. Must possess a valid driver’s license and be insurable under the Authority’s plan.

EEO Statement

The Housing Authority of the City of Annapolis ensures Equal Employment Opportunities for employees as required by federal and state orders and laws. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential tasks. This job description is intended to accurately reflect the position activities and requirements. However, management reserves the right to modify, add, or remove duties and assign other duties as necessary. It is not intended to be and should not be construed as an all-inclusive list of all the responsibilities, skills, or working conditions associated with the position.

Job Type: Full-time

Pay: $50,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

Work Location: One location

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